Privacy Policy

Privacy Policy Body Works Physiotherapy & Pilates Leicester Body Works Leicester Privacy Policy Logo

Privacy Policy

Body Works Physiotherapy and Pilates,

536 Welford Road, Leicester, LE2 6EN
0116 2885533

Body Works Physiotherapy and Pilates is committed to protecting your personal information and this privacy policy relates to our use of your personal information collected from you either in person, via our online booking system or information you give us by letter, e-mail or over the telephone.

‘Personal information’ means any information that is capable of identifying you.
‘We’ means Body Works Physiotherapy and Pilates.

We collect and process data because we have a legal obligation to do so.

What information we collect and when

We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when you access our online booking system via our website or if you visit the clinic in person.

At the point of enquiry or booking we may ask you for ;
your name
your date of birth
your address
your telephone number, either landline or mobile or both
your e-mail address

When you book your appointment, we will send you an online ‘Health Screening Form’. This form collects general demographic information including your GP name and address and contains a medical screening section. This information is stored on your personal patient information log.

If you prefer not to complete this online, you can complete a paper copy within the clinic at the time of your initial assessment appointment.


At your appointment at the clinic, we may need to ask for further information regarding your general health and your past medical history. We will also ask and take notes about the condition you are seeing advice on.
We will also ask for information regarding any activities you undertake, your employment and any medication you take.
We will also record the findings of a physical examination.

How we store and use this information.
We use electronic records that are hosted by a third party (Private Practice Software PPS) in order to store the information that relates directly to your episode of care.

We use this information;
1. To provide a legal record of any treatment or advice we provide
2. To ensure continuity of care
3. To contact you in regard to your ongoing treatment including sending exercises by e-mail. We use a third party for this service (Rehab My Patient)
4. To contact you if new information or treatments become available that may be of benefit to you.
5. We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments or other Health and Care Professions.
6. We may use your information for quality feedback purposes.
7. We may use your information for audit purposes.
We do not pass on your information for commercial purposes.
We take all reasonable steps to ensure that our information is kept up to date and rectified if necessary.


It is your responsibility to inform us if any personal information changes.

How long do we keep personal information
We have a legal obligation to retain records for 8 years after the conclusion of treatment.
If the record relates to a child or young person, the records must be kept until the patient’s 25th birthday or 8 years after death.
We may retain electronic records indefinitely for use if you return for another episode of care and for analytical purposes.

How do we protect your information

We take organisational and technical security measures to protect the information against unauthorised disclosure or unlawful processing.
Your rights
You are entitled to a copy of the personal information we hold about you and to have any discrepancies rectified. You can do this by written request to the address at the start of the policy.

Disclosure of your information
We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments or other Health and Care Professions.
This information may be passed on in the form of a written letter:  Which is either given to you (if this is the case, the letter becomes your responsibility and the protection of its contents is your responsibility), or if you request it, the letter can be posted by standard royal mail.
This information, at your request, may be passed electronically by email.